Simplify IT and Reduce Costs with Automated Data and Document Archiving

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1 SAP Brief SAP Extensions SAP Archiving by OpenText Objectives Simplify IT and Reduce Costs with Automated Data and Document Archiving

2 An easier way to store, manage, and access data and documents An easier way to store, manage, and access data and documents IT innovation can dramatically improve business performance, except when there are data integrity and system availability issues. The SAP Archiving application by OpenText helps you manage these tasks by archiving documents and storing them in an accessible yet tamperproof format. IT productivity increases all while reducing legal and operational costs and risks. The fact is that managing data and documents is an expensive, time-consuming task for any IT organization. From structured transaction data to unstructured content in the form of documents, , invoices, orders, or even paper forms, this information keeps piling up. On the one hand, it s too important to throw out and even if you wanted to, regulations say otherwise. On the other hand, the sheer volume can easily overwhelm available space in your production environment and impede system performance. SAP Archiving can change all this. With this application, you can free IT from tedious data and document management duties while helping ensure that the information you need remains safe and accessible. IT can then spend time and energy on more productive projects designed to help the business perform better in the market. 2 / 10

3 Archive data and documents and improve SAP Archiving automatically stores SAP data and related business-relevant content on a secure archive server. Content is stored in a durable, unalterable, and tamperproof format thus lowering the costs and risks associated with meeting data retention requirements. Off-loading data facilitates fast backup and recovery times, reduces administrative and hardware costs, and decreases the time it takes to implement enterprise application. And for maximum flexibility, you can either schedule automatic archiving runs at defined intervals or archive data using ad hoc tools that adhere to existing policies. SAP Archiving also allows you to attach documents from and desktop applications to SAP transactions, leaving a complete record with all pertinent information at your fingertips. And you can scan paper documents and store them digitally, thus eliminating paper archives and overcoming the inefficiencies associated with manual, paper-based processes. With this software, you can archive automatically when you want quickly, securely, and cost-effectively. 3 / 10

4 Do you find yourself maintaining fragments of old legacy systems even after you ve replaced them? Most likely, this is because the historical data from the legacy system must remain accessible for a range of issues such as legal requirements, tax audit preparedness, product liability concerns, or business continuity efforts. The result is ongoing system administration responsibilities, lingering application hosting costs, and high rates of operational risks as the people who know how to run the legacy systems leave the company. When used for system decommissioning with the SAP Information Lifecycle Management (SAP ILM) component, SAP Archiving helps meet this challenge so that you can retire legacy systems. SAP Archiving allows you to completely off-load legacy data and still make it available over the long term. Because the data is stored in the archive server, you don t have to migrate it to your new production systems. This means that you avoid the time, effort, and cost associated with a complex data migration project. In the end, you can reduce your costs by quickly decommissioning outdated systems while still maintaining the data access you need. 4 / 10

5 SAP Archiving can be used to facilitate system consolidations or, such as when migrating to SAP Business Suite 4 SAP HANA (SAP S/4HANA). For instance, when migrating to SAP S/4HANA, you can use SAP Archiving in combination with the SAP Document Access application by OpenText and SAP ILM. This allows you to generate data extracts and print lists and reports for your retired system and store them on the archive server. People can view data independently of the system of origin so that you can move forward with your migration initiative without sacrificing historical data. You can also optimize data extracts, print lists, and reports for performance by allowing access to targeted information so that people do not have to download full data sets. To speed upgrade projects for SAP software and minimize system downtime, simply off-load data to the archive server and then perform the upgrade with a lean database. With SAP Archiving, consolidations,, and migrations are easier and more efficient. 5 / 10

6 Rest easy with secure document storage SAP Archiving can manage and store a wide range of documents whether they re generated by SAP software or non-sap software such as Microsoft Office and Microsoft Exchange, Lotus Notes, or other custom applications. Once stored, these documents are protected by a robust set of enhanced security features, including: Content replication and distribution with remote standby to help ensure data security in case of disasters such as fire or flooding Encryption, digital signatures, and other security features to prevent unauthorized access Emergency standby to help ensure system availability in case of server failure SAP Archiving also supports a wide range of disk-based storage platforms with hardware level security features, such as write once, read many (WORM), to safeguard against accidental and intentional deletion or alteration. This includes storage area network (SAN), network attached storage (NAS), and content addressed storage (CAS) from leading storage platform vendors. This combination of security features delivers the highest possible level of security for important business documents in your archive. SAP Archiving can protect documents with enhanced security, from content replication and encryption to emergency standby for server failures. 6 / 10

7 Help ensure compliance and reduce your risk Although regulations vary from country to country, they consistently require you to track, manage, and retain business information and present it upon request. Developing and implementing best practices for compliance minimizes your risk and prepares you to better comply with emerging regulations. It also helps streamline operations and reduce administrative costs. By automatically storing and enabling access to data and documents, SAP Archiving helps streamline compliance and alleviate the burden on your IT staff and lines of business. If you prefer, the software can also support the retention management interface for SAP ILM. Whatever the case, you ll have what you need at your fingertips when it comes time to report to regulators. This saves time and money that you can use to focus on more strategic activities. Free IT from tedious data management duties by automatically storing data and documents on a secure archive server that allows quick, safe access. 7 / 10

8 Enable long-term access to financial records Because of compliance issues, financial records represent a critically important area for data and document archiving. Even if you already store financial documents for extended periods, there may be other requirements of financial compliance. You may need to present requested financial records on demand, demonstrate how each record was used, or identify other records that contributed to the related process. SAP Archiving addresses these transactionrelated requirements and satisfies fundamental storage requirements by archiving all documents in a secure repository. The software links scanned and electronic documents with related information that originates from other sources such as the SAP ERP application or the SAP Simple Finance solution. For instance, when an auditor requests a specific invoice, you can quickly pull up all supporting documents to confirm its accuracy and justify its use. With SAP Archiving, you can also store content in any format, which is important, as financial documents should remain readable in any context over the long term independent of the application of origin. For this reason, the software enables you to store your records in nonproprietary formats such as TIFF or Adobe PDF/A. In the end, you have long-term access and full readability for your critical financial records for as long as you deem appropriate. 8 / 10

9 Work better, more quickly Work better, more quickly SAP Archiving enables you to archive important business data and documents without bogging down your IT group. Specifically, SAP Archiving helps you: Lower IT resource consumption with a leaner database footprint by off-loading older data and documents from production systems Reduce IT hardware and maintenance costs by decommissioning legacy systems, and minimize administrative burdens Lower your total cost of ownership for managing your IT environment by minimizing database growth, improving application performance, using resources more efficiently, and realizing substantial cost savings Increase IT value and availability by freeing your IT people to focus on more productive activities and reducing technology downtime associated with, backups, and recoveries Enhance compliance and visibility with secure, long-term storage of archived data and documents that are easily accessible on short notice and are linked to related financial records With SAP Archiving, you can increase as you store and manage data securely and compliantly. 9 / 10

10 Objectives Summary With the SAP Archiving application by OpenText, you can automatically store SAP and non-sap data and documents on a secure archive server. This increases operational efficiency by freeing IT from the time-consuming chore of manual backups and recovery. It also off-loads data from production systems, for improved system performance and faster. Objectives Facilitate IT innovation and maximize IT value to support strategic objectives Manage higher volumes of data throughout the enterprise Protect and manage data through consolidations, migrations, and efficiently Ensure compliance and reduce regulatory risk Archive financial records in a secure repository Automated storage with defined policies Security and authorization that supports the integrity of data and documents Integrated desktop functionality High volume and desktop scanning for digitizing paper documents Long-term direct access to transactionrelated documents Optimize system performance Lower your total cost of ownership Minimize paper archives and paper-handling inefficiencies Enhance compliance and visibility Reduce data retention and disposal costs and risks Ensure safe and accessible storage of data and documents Learn more Call your SAP representative today, or visit us online at -information-management/software /documents-access-archiving/index.html. 10 / 10 Studio SAP 12775enUS (15/08)

11 No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP SE or an SAP affiliate company. SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP SE (or an SAP affiliate company) in Germany and other countries. Please see for additional trademark information and notices. Some software products marketed by SAP SE and its distributors contain proprietary software components of other software vendors. National product specifications may vary. These materials are provided by SAP SE or an SAP affiliate company for informational purposes only, without representation or warranty of any kind, and SAP SE or its affiliated companies shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP SE or SAP affiliate company products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty. In particular, SAP SE or its affiliated companies have no obligation to pursue any course of business outlined in this document or any related presentation, or to develop or release any functionality mentioned therein. This document, or any related presentation, and SAP SE s or its affiliated companies strategy and possible future developments, products, and/or platform directions and functionality are all subject to change and may be changed by SAP SE or its affiliated companies at any time for any reason without notice. The information in this document is not a commitment, promise, or legal obligation to deliver any material, code, or functionality. All forward-looking statements are subject to various risks and uncertainties that could cause actual results to differ materially from expectations. Readers are cautioned not to place undue reliance on these forward-looking statements, which speak only as of their dates, and they should not be relied upon in making purchasing decisions.

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